Republic of the PhilippinesDEPARTMENT OF PUBLIC WORKS AND HIGHWAYS

OFFICE OF THE SECRETARYManila

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Aue 102015.

DEPARTMENT ORDER )

NO. 126 JSeries of 201tzj of. 11. ~

SUBJECT: DPWH-QMS Controlof Documents

The Department's recent accomplishment as an ISO 9001:2008 certified agency is bothan achievement and a challenge to continuously improve our service to the public.

To ensure effective implementation of the DPWH Quality Management System andproper management of incoming documents in the Department, the RecordsManagement Division, HRASand its counterpart in the Regional and District EngineeringOffices will be using the revised Routing Slip in sending incoming documents from theRecords Management Division and its counterpart to the concerned office andReferral! Action Slip in sending documents from one office or person to another.

A copy of the Control of Documents Procedure, Routing Slip for Central Office, RegionalOffice and District Office (Annex A) and Referral/Action Slip (Annex B) are attached forguidance and compliance of all concerned.

This Order shall take effect immediately.

Department of Public Works and HighwaysOffice of the Secretary

\111111111111111\1111I111\ \ \11111\11\WIN5L06953

End: Control of Documents ProcedureRouting Slip for Central Office, Regional Office and Disctrict Office (Annex A)Referral! Action Slip (Annex B)

4.3.4 RMBJABA

Republic of the PhilippinesDepartment of Public Works and Highways

Control of Documents Procedure

Issue Date :

Doc. Code :

Revision No. :

Page No. :

o10f3

1.0 PurposeImplementation of the policies and guidelines governing records management ofincoming and outgoing documents by the Records Management Office.

2.0 Definition of Terms

Routing Slip - a tool for sending or releasing specific document from RMD andits counterpart in the Regional Office & District Engineering Office.Referral! Action Slip - a toll to notify someone to perform a specific task or toput idea into action.Reference Number- Use to determine where the document was previously actedupon or indication to track the document easily.Incoming Document- Internal and external documents received from clients.Internal Documents- refer to the documents generated within the confines ofDPWH.

1.0 Procedure

PROCESSFLOW

EJt

Receive, classify,attach Routing Slip& route documents

A

RESPONSIBLE

Records ManagementOffice

DETAILS

Receive incoming documents and attachthe Routing Slip - OMS-HRAS-RMD FormNo.!. S 2014 (Annex A).

Determine and write the concerned officewhere it will be delivered.

NOTE:Incoming mails and documents arereceived thru courier, postal andmessengerial service and are classifiedand routed for delivery to concernedoffice.

1

•PROCESSFLOW

Republic of the PhilippinesDepartment of Public Works and Highways

Control of Documents Procedure

RESPONSIBLE

"

Issue Date :

Doc. Code: DPWH-QMSP-01

Revision No. : 0Page No. : 2of3

DETAILS

Write reference no.and record in

logbook

Releasedocument

Receivedocument

Write requiredaction

B

Records ManagementOffice

Records ManagementOffice

Receiving ClerkConcerned Office

HeadConcerned Office

Write reference number and record in thelogbook then forward to "Releasing".

NOTE: For reference numbering, followthis document coding system:

x xx - nnn - .o.op.n

L:TransactionNo.(Sequential)Logbook Page

Office Code (atmost 5 chars, perD.O. 77 S. 2014)

Check completeness of document to bereleased and hand carry the documentsto the concerned office.

Write name on the logbook entry, initialand put the date.

Use Referral Action Slip - OMS-HRAS-RMD Form No.4 S. 2014 (Annex B) toindicate required action from concernedoffice/ official/personnel.

•PROCESSFLOW

B

Republic of the PhilippinesDepartment of Public Works and Highways

Control of Documents Procedure

RESPONSIBLE

Issue Date :

Doc, Code':

Revision No, :

Page No. :

DETAILS

o3 of 3

Write reference no.and record in

logbook

ClerkConcerned Office

Affix reference number to the originalreference no. and record in the logbook.

Note: For reference numbering, followthis document coding system.

xxxxx-nnn-nnnn \ xxxxx - nnn - nnnn1T :Transaction No.(Sequential)Logbook Page

Office Code*

*Office Code for Regions and Districtshould follow their assigned number code

Original reference number based on"Routing Slip".

4.0 ReferencesDPWH QMS ManualImplementing Rules and Regulations of RA No. 94700.0.77, series of 2014

5.0 RecordsRecord bookFile copy

Prepared by: Approved:

3

'0

Annex A

•QMS-HRAS-RMD Form 1

Republic of the PhilippinesDEPARTMENT OF PUBliC WORKS AND HIGHWAYS

OFFICE OF THE SECRETARYManila

ROUTING SLIP•

QMS-HRAS-RMD Form 1

Republic of the PhilippinesDEPARTMENT OF PUBLIC WORKS AND HIGHWAYS

OFFICE OF THE SECRETARYManila

ROUTING SLIPReference No.:

IFROM:

TO:

IDATE:

Reference No.:

IFROM:

TO:

IDATE:

SECRETARY

UNDERSECRETARY

ASST. SECRETARY

BUREAU

SERVICE

UPMO

OTHERS

SECRETARY

UNDERSECRETARY

ASST. SECRETARY

BUREAU

SERVICE

UPMO

OTHERS

N.B. Action must be taken within 15 days from receipt ofcorrespondence pursuant to the Provision of Sec 5(s). RA 6713

N.S. Action must be taken within 15 days from receipt ofcorrespondence pursuant to the Provision of Sec 5(s). RA 6713

•QMS-HRAS-RMD Form 2

Republic of the PhilippinesDEPARTMENT OF PUBliC WORKS AND HIGHWAYS

<OFFICE OF THE REGIONAL DIRECTOR>

ROUTING SLIP•

QMS-HRAS-RMD Form 3

Republic of the PhilippinesDEPARTMENT OF PUBLIC WORKS AND HIGHWAYS

<OFFICE OF THE DISTRICT ENGINEER>

ROUTING SLIPReference No.:

IFROM:

TO:REGIONAL DIRECTOR

ASST REGIONAL DIRECTOR

ADMINISTRATIVE OFFICER

DIVISION

OTHERS

Reference No.:

IFROM:

TO:DISTRICT ENGINEER

ASST DISTRICT ENGINEER

ADMINISTRATIVE OFFICER

SECTION

OTHERS

IDATE:

N.S. Action must be taken within 15 days from receipt ofcorrespondence pursuant to the Provision of Sec 5(s). RA 6713

N.B. Action must be taken within 15 days from receipt ofcorrespondence pursuant to the Provision of Sec 5(s). RA 6713

FOR(TO

,.

Annex B

QMS -HRAS-RMD Fonn 4REPUBUC OF THE PHILIPPINES

DEPARTMENT OF PUBUC WORKS AND HIGHWAYS<Name of Office>

<Address of Office>

REFERRAL I ACTION SUP

REFERENCE NODATE

SUBJECT

D URGENT, PLEASE RUSH!

D See me / Let's discuss

D Draft reply

D For review / Initial

D For compliance

D For comment / recommendation

D For review / evaluation

D For appropriate action

D For information / reference

D For dissemination

D For file

D Return document/s to me

DEADUNE

REMARKS

<Name of Official Concern>Designation

QMS -HRAS-RMD Form 4

FOR(TO

REPUBUC OF THE PHIUPPINESDEPARTMENT OF PUBLIC WORKS AND HIGHWAYS

<Name of Office><Address of Office>

REFERRAL I ACTION SUP

REFERENCE NODATE

SUBJECT

D URGENT, PLEASE RUSH!

D See me / Let's discuss

D Draft reply

D For review / Initial

D For compliance

D For comment / recommendation

D For review / evaluation

D For appropriate action

D For information / reference

D For dissemination

D For file

D Return document/s to me

DEADUNE

REMARKS

<Name of Official Concern>Designation